Accounts in applications
YouForce to Adobe integration: Creative Cloud licences through product profiles from Visma Raet
With an integration between Visma Raet YouForce and Adobe Creative Cloud, an employee in a job that needs Adobe software gets a user in the Adobe Admin Console, in the product profile that belongs to that job. If they change jobs in YouForce, the product profile changes along on the effective date, and after the last employment the integration removes them from all profiles, so the licence is freed.
What the integration does
Organisations that record HR in YouForce and use Adobe Creative Cloud for communications, marketing or design usually assign licences by hand in the Admin Console. Licences stay with people who changed jobs long ago, and the annual count with the vendor starts with a clean-up round.
- IT records a table from YouForce job to Adobe product profile, and the identity type you use.
- KoppelHet fetches the changed persons, employments and planned job changes from YouForce.
- For an employee in a job from the table, KoppelHet creates the Adobe user and adds it to the product profile.
- On another job the product profile changes on the effective date; a job without an Adobe profile removes the licence.
- After the last employment KoppelHet removes the user from all profiles and, after a period, from the organisation.
What to watch for with Visma Raet YouForce and Adobe Creative Cloud
- Adobe recommends running a UMAPI integration no more than once every two hours and otherwise responds with HTTP 429 and a waiting time. YouForce supplies changes by last synchronisation time, so KoppelHet fetches everything changed since the previous round a few times a day and processes it in one round.
- In YouForce every employee has a job from a fixed list. IT records the Adobe product profile per job, for example the whole Creative Cloud for designers and only Acrobat for policy staff. Adobe advises against relying on fixed profile names; KoppelHet therefore looks up the profiles and reports a name that no longer exists.
- The country of an Adobe user is required for a Federated ID and cannot be changed through the API after creation. KoppelHet takes the country of the employer or work location from YouForce, so employees at a foreign office are right from the start.
- An email address at Adobe may have at most 60 characters, while YouForce allows up to 99. Work addresses with a long double surname and a long domain then do not fit. KoppelHet reports such an address to IT instead of creating the user halfway.
- YouForce shows a planned job change before HR processes it. KoppelHet only switches the product profile on the effective date, so an employee does not have two licences for weeks or lose their software too early.
- The API cannot update, and never deletes, employees who already use a personal Adobe ID. KoppelHet therefore gives employees from YouForce a Federated or Enterprise ID on the company domain, and on leaving first removes all product profiles, so the licence is free immediately.
- A leaver disappears from YouForce's IAM data after a set period. KoppelHet remembers which Adobe users it created and removes them from the organisation after the agreed period, without deleting the account itself, so shared files can be handed over first.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Why not Adobe's User Sync Tool?
The User Sync Tool reads a directory such as Active Directory or Entra ID. If the right groups are already there, that is a good route. This integration fits when only YouForce knows which job should have which licence.
Does the integration also create product profiles?
No. IT manages product profiles and their content in the Admin Console. The integration decides who is in them.
What happens to a leaver's files?
KoppelHet does not delete the Adobe account. After the licence is withdrawn you have time to hand over files; after that the integration removes the user from the organisation.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- YouForce is read through the Youforce IAM API (api.youforce.com/IAM) with the Youforce-IAM:Get_Basic scope for Persons, Employments, Employment Planned Changes, Job Profiles and the Country and Locations tables, on latestSync with take and nextLink. The work email only with Youforce-IAM:GetPrivateContactDetails.
- Adobe is written through the User Management API (UMAPI) with OAuth Server-to-Server from the Adobe Developer Console. Action commands createFederatedID or createEnterpriseID (email, firstname, lastname, country), update, add and remove on product profiles and user groups (remove with all), and removeFromOrg with deleteAccount false. At most 10 users per request and 10 groups per add or remove; on 429 follow Retry-After.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Adobe Creative Cloud | Notes |
|---|---|---|
Zakelijk e-mailadres | email en user | At most 60 characters at Adobe |
Roepnaam | firstname | |
Achternaam volgens naamgebruik | lastname | |
Land van de werkgever of locatie | country | Only on creation; cannot be changed later |
Functie (job profile) | add en remove op productprofiel | Through IT's table |
Organisatie-eenheid | Gebruikersgroep | Only if you want that |
Einddatum laatste dienstverband | remove all, later removeFromOrg |
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